Chapter 219 RECORDS, CORPORATE (LOCAL …CHAPTER 219, RECORDS, CORPORATE (LOCAL BOARDS) 219-5 June 19, 2019 D. Where a number follows T.P.S. or M.T.P., the number refers to the number

TORONTO MUNICIPAL CODE CHAPTER 219, RECORDS, CORPORATE (LOCAL BOARDS)

219-1 June 19, 2019

Chapter 219

RECORDS, CORPORATE (LOCAL BOARDS)1

ARTICLE I Police Services Board

§ 219-1. Abbreviations and terminology.

§ 219-2. Records to be retained; time periods.

§ 219-3. Destruction of certain records.

ARTICLE II Toronto Transit Commission

§ 219-4. Records to be maintained; time periods.

§ 219-5. Destruction of certain records.

ARTICLE III Toronto Public Library Board

§ 219-6. Definitions.

§ 219-7. Responsibility for records.

§ 219-8. Retention schedule.

§ 219-8.1. Responsibility of Library staff, volunteers and members.

§ 219-8.2. Principles of records destruction.

§ 219-8.3. Destruction of orphan data.

§ 219-8.4. Documentation prior to destruction of orphan data.

§ 219-8.5. Retention of documentation.

§ 219-8.6. Transitory and duplicate records.

§ 219-8.7. Archival review period.

1 Editor's Note: By-law 989-2004, adopted October 28, 2004, changed the title of this chapter from "Records, Corporate" to "Records, Corporate (Local Boards)." Section 3 of said By-law 989-2004 provided that it comes into force upon approval by the City's external auditor; approval was given by the City's external auditor October 28, 2004.


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ARTICLE IV The Board of Governors of Exhibition Place

§ 219-9. Definitions.

§ 219-10. Responsibility for records.


§ 219-12. Transitory and duplicate records.

§ 219-12.1. Destruction of unusable records.

§ 219-13. Archival review period.

§ 219-13.1. Conflicting provisions.

ARTICLE V Motor Vehicle Licence Plate Registrant Information

§ 219-14. Retention of receipts, vouchers, instruments, rolls and other documents, records and papers.

§ 219-15. Conflicting provisions.

ARTICLE VI TO Live

§ 219-16. Retention Schedule. Schedule A, Art. I, Records Retention Schedule, General (Police Services Board)

Schedule B, Art. I, Records Retention Schedule, Financial (Police Services Board)

Schedule C, Art. I, Records Retention Schedule, Human Resources (Police Services Board)

Schedule D, Art. II, Records Retention Schedule (Toronto Transit Commission)

Schedule E, Art. V, Records Retention Schedule (Motor Vehicle Licence Plate Registrant Information)

Schedule F, Art. III, Records Retention Schedule (Toronto Public Library)

Schedule G, Art. IV, Records Retention Schedule (Board of Governors of Exhibition Place)

Schedule H, Art. VI, Records Retention Schedule (TO Live)

http://www.toronto.ca/legdocs/municode/toronto-code-219-d.pdf

http://www.toronto.ca/legdocs/municode/toronto-code-219-f.pdf

http://www.toronto.ca/legdocs/municode/toronto-code-219-g.pdf


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[History: Adopted by the Council of the City of Toronto as indicated in article histories. Amendments noted where applicable.]

General References Corporate records (City) - See Ch. 217 Municipal Act, 2001 - See S.O. 2001, c.25. Municipal Freedom of Information and Protection of Privacy Act - See R.S.O. 1990, c. M.56. Personal Health Information Protection Act, 2004 - See S.O. 2004, c. 3.

ARTICLE I Police Services Board

[Adopted 2000-10-05 by By-law 689-20002]

§ 219-1. Abbreviations and terminology. As used in this article, the following terms shall have the meanings indicated: A. The abbreviations in Column A have the same meaning as the expression set out opposite

under Column B below:

Column A Column B

A.C.C.S. Access Control & Command System

A.N.I./A.L.I. Automatic Number Identification/Automatic Location Identification

A.P.S. Automated Parade System

A.T.S. Applicant Tracking System

C.A.D. Computer Assisted Dispatching

C.A.S.C. Computer Assisted Scheduling of Courts

C.C.R. Communications Report

C.D.I.U. Central Drug Information Unit

C.I.C.B. Criminal Injuries Compensation Board

C.I.P.S. Crime Information Processing System

C.I.S. Corporate Information Services

2 Editor's Note: This by-law was passed under the authority of subsection 116(1) of the Municipal Act, R.S.O. 1990, c. M.45. This by-law also repealed By-law 378-1998, adopted July 10, 1998.


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Column A Column B

C.I.S.O. Criminal Intelligence Services Ontario

C.O.P.S. Centralized Occurrence Processing System

C.P.I.C. Canadian Police Information Centre

C.P.O. Crime Prevention Office

F.A.C. Firearms Acquisition Certificate

H.R.M.S. Human Resources Management System

I./C.A.D. Intergraph Computer Aided Dispatch System

M.A.N.I.X. Master Name Index

M.T.P. Metropolitan Toronto Police

O.I.C. Officer in Charge

O.M.E.R.S. Ontario Municipal Employees Retirement System

P.A.R.I.S. Police Automated Registration Information System

P.B.F. Police Benefit Fund

P.S.A. Police Services Act

S.A.S. Special Address System

T.P.S Toronto Police Service

W.S.I.B. Workplace Safety and Insurance Board

Y2K R.D.D. Year 2000 Record of Due Diligence

Y.O.A. Young Offenders Act B. "+ current year" where used in Column 4 of all Schedules means the additional period

between the anniversary of the commencement of the retention period in the calendar year which is the stated number of years the record is to be retained and the end of such calendar year.

C. Where "stored" or "storage" is part or all of the retention period, the record shall be

retained either in its original form or in another form utilized by the Toronto Police Service to preserve the record's integrity.


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D. Where a number follows T.P.S. or M.T.P., the number refers to the number of the form used by the Toronto Police Service and its replacement from time to time.

§ 219-2. Records to be retained; time periods. The Toronto Polices Services Board shall retain the receipts, vouchers, instruments, rolls or other documents, records and papers described under Columns 2 and 3 of Schedule A (General), Schedule B (Financial) and Schedule C (Human Resources) to this article within the classifications set out under Column 1 for the period set out opposite such descriptions in Column 4 and may thereafter destroy them. § 219-3. Destruction of certain records. Notwithstanding § 219-2 of this article, records identified under the classification entitled "INTELLIGENCE FILES" in Column 1 of Schedule A to this article may only be destroyed with the authorization of the Unit Commander of Intelligence Services for the Toronto Police Service or any other official of said Service approved by the Toronto Police Services Board from time to time.

ARTICLE II Toronto Transit Commission

[Adopted 1998-11-26 by By-law 867-19983]

§ 219-4. Records to be maintained; time periods. The Commission shall retain the receipts, vouchers, instruments, rolls or other documents, records and papers classified in Column 1 and described under Column 2 of Schedule D to this article, for the period set out in Column 3 opposite such description, and may thereafter destroy them. § 219-5. Destruction of certain records.

[Amended 2015-10-02 by By-law 1002-2015]

The Commission's receipts, vouchers, instruments, rolls and all other documents, records and papers described in Schedule D may be destroyed within the scheduled retention period if they are also available in microfilm, electronic or digital form. Thereafter, such microfilm, electronic or digital records shall be retained for the balance of the scheduled retention period and shall be deemed to be the original record.

3 Editor's Note: This by-law was passed under the authority of subsection 116(1) of the Municipal Act, R.S.O. 1990, c. M.45. Pursuant to this by-law, Schedule "A" to Municipality of Metropolitan Toronto By-law 2696, as amended, is amended by repealing By-law 73-89.


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ARTICLE III4 Toronto Public Library Board

[Adopted 2006-04-27 by By-law 260-20065]

§ 219-6. Definitions. A. As used in this article and in Schedule F to this article, the following terms shall have the

meanings indicated:

ARCHIVAL REVIEW PERIOD - The period of time during which a qualified archivist conducts a systematic appraisal of records having potential archival value.

ARCHIVAL VALUE - The evidential and informational value of records, which is determined during appraisal and justifies the records' preservation as archives.

COMPUTER SYSTEM - A device or a group of interconnected or related devices, one or more of which:

(1) Contains computer programs or other data; and

(2) Pursuant to computer programs, performs logic and control, and may perform any

other function.

CONTENT, CONTEXT or STRUCTURE:

(1) That which conveys information, including text, data, symbols, numerals, images and sound;

(2) The appearance and arrangement of the content, including relationships between

fields, entities, language, style, fonts, page and paragraph breaks, links and other editorial devices;

(3) Fields, entities, language, style, fonts, page and paragraph breaks, links and other

editorial devices; or

(4) Background information that enhances understanding of technical and business environments to which the data relates, such as metadata, application software, logical business models and the origin, such as address, title, link to function or activity, agency, program or section.

COUNCIL - The Council of the City of Toronto.

4 Editor's Note: Former Art. III, Acquisition of Non-Government Records, adopted July 29, 1999 by By-law 458-1999, as amended, was repealed October 28, 2004 by By-law 989-2004; see now Ch. 217, Records, Corporate (City). Section 3 of said By-law 989-2004 provided that it comes into force upon approval by the City's external auditor; approval was given by the City's external auditor October 28, 2004. 5 Editor's Note: This by-law was passed under the authority of section 255 of the Municipal Act, 2001, S.O 2001, c. 25.


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DATA - Representations of information or of concepts, in any form, that are recorded or stored on any medium in or by a computer system or other similar device and that can be read or perceived by a person or a computer system or other similar device, including a display of that data.

DISPOSE - To destroy a record or to transfer a record to the Library Archives.

LIBRARY ARCHIVES - The Toronto Public Library Archives.

ORPHAN DATA:

(1) Data that is not machine readable by any of the Library's computer systems

because the data exists with no identifiable computer application that can retrieve the data; or

(2) Data that is machine readable but does not have sufficient content, context or

structure to render it understandable by an experienced Library employee who is knowledgeable about the business function or functions to which the data relates.

RECORD - The same meaning as in subsection 1(1) of the Municipal Act, 2001. [This meaning is noted as follows for reference purposes only:

"record" means information however recorded or stored, whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs and films;]

RECORDS SERIES - A group of records that support a particular Library program or operation, that are filed together, and need to be retained for the same period of time.

RETENTION PERIOD - The period of time during which a specific records series must be kept by the Library before records in that records series may be disposed of.

RETENTION SCHEDULE - The schedule prescribing how long a specific records series must be retained before they may be disposed of.

TRANSITORY RECORD - A record that is:

(1) Retained solely for convenience of reference;

(2) Required solely for the completion of a routine action, or the preparation of

another record;

(3) Of insignificant or no value in documenting Library business transactions;

(4) Not an integral part of a Library record;


219-8 June 19, 2019

(5) Not filed regularly with records or filing systems;

(6) Not required to meet statutory obligations or to sustain administrative or operational functions;

(7) About social events that are not special Library events;

(8) Not related to Library business; or

(9) A voice mail message.

B. As used in the retention schedule in Schedule F to this article, the following abbreviations

and terms shall have the meanings indicated:

A or ACTIVE - The period of time in years, unless otherwise stated, that the records must be kept in the active records office area.

C or CURRENT YEAR - The calendar year in which the records were created.

DISPOSITION - The destruction of a record or transfer of a record to the Library Archives, as indicated in a retention schedule by one of the following designations which have the meanings indicated:

(1) AR or ARCHIVAL REVIEW - Destroy the records after review by an archivist,

except for selected records that are transferred for permanent retention in the Library Archives, based on appraisal criteria.

(2) D or DESTROY - The records are destroyed once the total retention period has

expired.

(3) P or PERMANENT - As defined below in the definition of "P or Permanent," the records are never destroyed, and for purposes of the definition of "disposition" only, are stored in the Library Archives for preservation purposes.

(4) P/AR or PERMANENT/ARCHIVAL REVIEW - The records will be held

indefinitely in the Library Archives for preservation purposes or, if Council changes the retention period total from "permanent" in the future, the records will only be destroyed after archival review.

I or INACTIVE - The period of time in years, unless otherwise stated, that the records must be kept following the active period, other than in the active records office area.

M or MONTHS - The period of months that a record must be retained.


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MEDIA:

(1) The physical format of the records series, for example, paper, electronic, microfilm.

(2) If the retention schedule indicates "all media," records in any format are included.

OFFICE OF RECORD - The Library department or unit responsible for maintaining the records series.

P or PERMANENT - A record that is never destroyed.

RECORDS SERIES TITLE - The title and detailed description of the types of records included in each records series.

S or SUPERSEDED - A record that is replaced by an updated record.

T or TERMINATED - A retention period that is calculated from a specific type of event, as explained under each records series.

TOTAL RETENTION - The total retention period, including active and inactive retention periods.

§ 219-7. Responsibility for records. Responsibility for records that are not destroyed after the inactive retention period is based on the disposition set out in the retention schedule as follows: A. Archival review.

(1) This disposition is used if preliminary archival analysis indicates that the records have considerable historical and research significance and should be retained, either in their entirety or subject to selection to preserve only those records that possess enduring value.

(2) After the inactive retention period, responsibility for the records is transferred

from the business unit to the custody and control of the Archives.

(3) After the transfer, the Library Archives is solely responsible for providing access to the records under any provincial or federal access and privacy legislation, including the listing of personal information banks and general classes of records, and for compliance with other legislation.

(4) The records will be reviewed and processed to archival standards.


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(5) Records culled by the archivists may be destroyed, with the approval of the City Librarian or designate, without further notice to the business unit that created these records.

B. Permanent.

(1) This disposition is used if there are operational or legal requirements to retain the records for an indefinite period.

(2) Despite the storage of the records in the Library Archives for preservation

purposes, the records remain under the full custody and control of the business unit that created them.

(3) The business unit is solely responsible for providing access to the records under

any provincial or federal access and privacy legislation, including the listing of personal information banks and general classes of records, and for compliance with other legislation.

C. Permanent/archival review.

(1) This disposition is used if there are operational or legal requirements to retain the records for an indefinite period and if the records have also been identified as records that should only be destroyed after archival review if Council changes the retention period total from "permanent" in the future.

(2) Despite the storage of the records in the Library Archives for preservation

purposes, the records remain under the full custody and control of the business unit that created them.

(3) The business unit is solely responsible for providing access to the records under

any provincial or federal access and privacy legislation, including the listing of personal information banks and general classes of records, and for compliance with other legislation.

(4) If, as a result of changes in operational needs or statutory requirements, the

inactive, "permanent" retention period is reduced by Council, then the records will be transferred to the custody and control of the Library Archives at the end of the retention period and Subsection A applies with necessary changes.

§ 219-8. Retention schedule. A. The records of the Library shall be retained and may only be destroyed as set out in the

retention schedule in Schedule F to this article. B. The City Librarian or designate shall develop and administer the retention schedule.


219-11 June 19, 2019

C. In determining the retention period for a records series, the City Librarian or designate shall consult with other Library staff as appropriate, the City Solicitor and the City's municipal auditor.

D. The City Librarian or designate shall:

(1) Review and recommend amendments and additions to the retention schedule, for approval by the Library Board and Council; and

(2) Ensure that the retention schedule complies with all relevant legislative, financial

and historical requirements for records retention. E. A retention period for a records series shall be based on the following:

(1) The administrative value of the records based on the period of time during which the Library uses a record to perform its functions;

(2) The legal value of the records, based on the period of time necessary to meet

statutory or other regulatory requirements, requirements imposed by an agreement, permit or similar document, or to ensure that records are available in case of litigation or investigation;

(3) The audit value of the records, based on the period of time required for audit or

tax purposes; and

(4) The archival value of the records, based on the long-term value of the records to document past events or the origins and history of the Library.

§ 219-8.1. Responsibility of Library staff, volunteers and members. All Library staff, volunteers and Board members who work with, create or manage records shall: A. Manage and maintain records in their custody or control as corporate assets that belong to

the Library, and not to individual staff, Library business units or departments that have custody of those records;

B. Comply with the retention periods in the retention schedule; C. Apply retention periods and dispose of records only in accordance with the retention

schedule; D. Ensure preservation and security of records as directed under this chapter; E. Ensure that records in their custody or control are protected from inadvertent destruction

or damage, and ensure that records, other than transitory records or duplicate records, are


219-12 June 19, 2019

destroyed only with the authorization of designated staff in the department that has custody or control of the records;

F. Retain and preserve records in an accessible manner so that the records can be retrieved

within a reasonable time and are in a format that allows the content of the records to be readily ascertained by a person inspecting the records; and

G. Ensure that transitory and duplicate records in their custody or control are destroyed

when they are no longer needed for short-term reference. § 219-8.2. Principles of records destruction. The following principles govern the destruction of records: A. When there are no further legal or business reasons for retaining records, the records shall

be destroyed as a class rather than selectively. B. Records pertaining to pending or actual litigation or investigation shall not be destroyed

with the class of records to which they relate. C. Records shall be destroyed in a way that preserves the confidentiality of any information

they contain. § 219-8.3. Destruction of orphan data. Orphan data in the custody or control of the Library may be destroyed. § 219-8.4. Documentation prior to destruction of orphan data. Prior to the destruction of any orphan data, the following documents are required: A. A written description of the data containing, to the extent that such information is

obtainable, the following:

(1) The title of the system.

(2) The identification of the business unit that is responsible for the creation or use of the data.

(3) A brief description of the system's purpose.

(4) A brief description of any subsystems, their purpose and relationship to the main

system or other subsystems.

(5) The name of the technical contact person who is responsible for documenting the system.


219-13 June 19, 2019

B. The written approval of the department head or designate who is responsible for the business function to which the data relates.

C. Where applicable to satisfy the provisions of the Income Tax Act (Canada), the

Employment Insurance Act (Canada) or the Canada Pension Plan, an exemption from the requirement to keep records in an electronically readable format from the Minister of National Revenue, on such terms and conditions as are acceptable to the Minister.

§ 219-8.5. Retention of documentation. The documents described in §§ 219-8.4A and B shall be submitted to, and kept by, the City Librarian or designate, as required by this article. § 219-8.6. Transitory and duplicate records. A. Despite the remainder of this article, but subject to the Municipal Freedom of Information

and Protection of Privacy Act, this section applies to the retention of all records created or received by Library staff, volunteers, and Board members.

B. A transitory record may be deleted or otherwise destroyed on the same day that the record

was created or received. C. A copy of a record may be destroyed at any time if the original is subject to a retention

period established by this article. D. A micrographic copy of a record shall be deemed to be the original for the purposes of

this article. § 219-8.7. Archival review period. A. At the end of the archival review period, a record, other than a copy of the record or a

transitory record:

(1) Shall be transferred to the Library Archives if it possesses archival value; or

(2) Shall be destroyed if it does not possess archival value and if there is no further business or legal requirement to retain the record.

B. The archival review period shall be deemed to end on the date that the City Librarian or

designate certifies that the archival review is complete and the record has no archival value.


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ARTICLE IV6 The Board of Governors of Exhibition Place [Adopted 2006-07-27 by By-law 688-2006]

§ 219-9. Definitions. A. As used in this article and in Schedule G to this article, the following terms shall have the

meanings indicated: [Amended 2008-12-03 by By-law 1303-20087]

ARCHIVAL REVIEW PERIOD - The period of time during which a qualified archivist working under the direction of the Manager, Records and Archives, Exhibition Place conducts a systematic appraisal of records having potential archival value.

ARCHIVAL VALUE - The evidential and informational value of records, which is determined during appraisal and justifies the records preservation as archives.

ARCHIVES - The Board of Governors of Exhibition Place's Archives.

BOARD - The Board of Governors of Exhibition Place.

DISPOSE - To destroy a record or to transfer a record to the Archives.

RECORD - The same meaning as in subsection 1(1) of the Municipal Act, 2001. [This meaning is noted as follows for reference purposes only:

"record" means information however recorded or stored, whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts, correspondence, memoranda, plans, maps, drawings, photographs and films;]

RECORDS SERIES - A group of records that support a particular Board program or operation, that are filed together, and need to be retained for the same period of time.

RETENTION PERIOD - The period of time during which a specific records series must be kept by the Board before records in that records series may be disposed of.

RETENTION SCHEDULE - The schedule prescribing how long a specific records series must be retained before they may be disposed of.

TRANSITORY RECORD - A record that is:

6 Editor's Note: Former Art. IV, Destruction of Certain Computer Data; Transitory and Duplicate Records, adopted November 25, 1999 by By-law 780-1999, as amended, was repealed October 28, 2004 by By-law 989-2004; see now Ch. 217, Records, Corporate (City). Section 3 of said By-law 989-2004 provided that it comes into force upon approval by the City's external auditor; approval was given by the City's external auditor October 28, 2004. 7 Editor's Note: This by-law came into force July 27, 2006.


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(1) Retained solely for convenience of reference;

(2) Required solely for the completion of a routine action, or the preparation of another record;

(3) Of insignificant or no value in documenting Board business transactions;

(4) Not an integral part of a Board record;

(5) Not filed regularly with records or filing systems;

(6) Not required to meet statutory obligations or to sustain administrative or

operational functions;

(7) About social events that are not special Board events;

(8) Not related to Board business; or

(9) A voice mail message.

UNUSABLE RECORD - A record that is not legible or, if only part of the record is legible, the legible part does not have sufficient content, context or structure to render it understandable by an experienced Board employee who is knowledgeable about the business function or functions to which the record relates. [Added 2008-12-03 by By-law 1303-2008]

B. As used in the retention schedule in Schedule G to this article, the following

abbreviations and terms shall have the meanings indicated: [Amended 2008-12-03 by By-law 1303-20088]

ACTIVE - The period of time in years, unless otherwise stated, that the records must be kept in the active records office area.

C or CURRENT YEAR - The calendar year in which the records were created.

CNE - Canadian National Exhibition.

CODE - The reference number for each records series, based on the corporate records classification system (CRCS).

DISPOSITION - The destruction of a record or transfer of a record to the Archives, as indicated in a retention schedule by one of the following designations which have the meanings indicated:

8 Editor's Note: This by-law came into force July 27, 2006.


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(1) AR or ARCHIVAL REVIEW - Destroy the records after review by an archivist, except for selected records that are transferred for permanent retention in the Archives, based on appraisal criteria.

(2) D or DESTROY - The records are destroyed once the total retention period has

expired.

(3) P or PERMANENT - As defined below in the definition of "P or Permanent", the records are never destroyed, and for purposes of the definition of "disposition" only, are stored in the Archives for preservation purposes.

(4) P/AR or PERMANENT/ARCHIVAL REVIEW - The records will be held

indefinitely in the Archives for preservation purposes or, if Council changes the retention period total from "permanent" in the future, the records will only be destroyed after archival review.

EXP - Exhibition Place.

INACTIVE - The period of time in years, unless otherwise stated, that the records must be kept in the Records Centre, following the active period.

MEDIA:

(1) The physical format of the records series, for example, paper, electronic,

microfilm.

(2) If the retention schedule indicates "all media", records in any format are included.

NTC - National Trade Centre.

ORIGINATING OFFICE - A business unit (including a service area) of one of the following three programs that make up Exhibition Place, that is responsible for creating and maintaining the records:

(1) Exhibition Place (EXP);

(2) Canadian National Exhibition (CNE); and

(3) National Trade Centre (NTC).

P or PERMANENT - A record that is never destroyed.

RECORDS SERIES TITLE - The title and detailed description of the types of records included in each records series.

S or SUPERSEDED - A record that is replaced by an updated record.


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T or TERMINATED - A retention period that is calculated from a specific type of event, as explained under each records series.

TOTAL - The total retention period, including active and inactive retention periods.

§ 219-10. Responsibility for records. Responsibility for records that are not destroyed after the inactive retention period is based on the disposition set out in the retention schedule as follows: A. Archival review.

(1) This disposition is used if preliminary archival analysis indicates that the records have considerable historical and research significance and should be retained, either in their entirety or subject to selection to preserve only those records that possess enduring value.

(2) After the inactive retention period, responsibility for the records is transferred

from the business unit to the custody and control of the Archives.

(3) After the transfer, the Archives is solely responsible for providing access to the records under any provincial or federal access and privacy legislation, including the listing of personal information banks and general classes of records, and for compliance with other legislation.

(4) The records will be reviewed and processed to archival standards.

(5) Records culled by the archivists may be destroyed, with the approval of the

Manager, Records and Archives, Exhibition Place without further notice to the business unit that created these records.

B. Permanent.

(1) This disposition is used if there are operational or legal requirements to retain the records for an indefinite period.

(2) Despite the storage of the records in the Archives for preservation purposes, the

records remain under the full custody and control of the business unit that created them.

(3) The business unit, in conjunction with the Freedom of Information and Protection

of Privacy Coordinator, is responsible for providing access to the records under any provincial or federal access and privacy legislation, including the listing of personal information banks and general classes of records, and for compliance with other legislation.

C. Permanent/archival review.


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(1) This disposition is used if there are operational or legal requirements to retain the records for an indefinite period and if the records have also been identified as records that should only be destroyed after archival review if Council changes the retention period total from "permanent" in the future.

(2) Despite the storage of the records in the Archives for preservation purposes, the

records remain under the full custody and control of the business unit that created them.

(3) The business unit, in conjunction with the Freedom of Information and Protection

of Privacy Coordinator, is responsible for providing access to the records under any provincial or federal access and privacy legislation, including the listing of personal information banks and general classes of records, and for compliance with other legislation.

(4) If, as a result of changes in operational needs or statutory requirements, the

inactive, "permanent" retention period is reduced by Council, then the records will be transferred to the custody and control of the Archives at the end of the retention period and Subsection A applies with necessary changes.


[Amended 2008-12-03 by By-law 1303-20089]

The records of the Board shall be retained and may only be destroyed as set out in the retention schedule in Schedule G to this article.

§ 219-12. Transitory and duplicate records. A. Despite § 219-11, but subject to the Municipal Freedom of Information and Protection of

Privacy Act and the Personal Health Information Protection Act, 2004, this section applies to the retention of all records created or received by Board employees.

B. A transitory record may be deleted or otherwise destroyed on the same day that the record

was created or received. C. A copy of a record may be destroyed at any time if the original is subject to a retention

period established by this article. D. A micrographic copy of a record shall be deemed to be the original for the purposes of

this article and the records that have been microfilmed may be destroyed at any time, subject to § 219-13.

9 Editor's Note: This by-law came into force July 27, 2006.


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§ 219-12.1. Destruction of unusable records. [Added 2008-12-03 by By-law 1303-2008] A. Despite § 219-11 or a records retention by-law of the former Municipality of

Metropolitan Toronto, an unusable record in the custody or control of the Board may be destroyed.

B. Prior to the destruction of any unusable record, the following documents are required:

(1) A written description of the unusable record containing, to the extent that such information is applicable or obtainable, the following:

(a) The title of the records series.

(b) The identification of the business unit that is responsible for the creation

or use of the unusable record.

(c) A brief description of the purpose of the unusable record.

(2) The written approval of the division head or designate who is responsible for the business function to which the unusable record relates, if the division head can be identified.

(3) Where applicable to satisfy the provisions of the Income Tax Act (Canada), the

Excise Tax Act (Canada), the Employment Insurance Act (Canada) or the Canada Pension Plan, an exemption from the requirement to keep records in an electronically readable format from the Minister of National Revenue, on such terms and conditions as are acceptable to the Minister.

C. The documents described in Subsection B shall be submitted to and kept by the Manager,

Records and Archives, Exhibition Place, as required under § 219-11, or if applicable, a records retention by-law of the former Municipality of Metropolitan Toronto.

§ 219-13. Archival review period. A. At the end of the archival review period, a record that has been microfilmed, other than a

copy of the record or a transitory record:

(1) Shall be transferred to the custody and control of the Archives if the original record possesses archival value; or

(2) Shall be destroyed if it does not possess archival value, and if there is no further

business or legal requirement to retain the record.


219-20 June 19, 2019

B. For the purposes of this section, the archival review period shall be deemed to end on the date the Manager, Records and Archives, Exhibition Place certifies that the archival review is complete and the record has no archival value.

§ 219-13.1. Conflicting provisions. In the case of a conflict between this article and the records retention provisions of any policy of the Board or by-law of the former Municipality of Metropolitan Toronto, this article prevails.

ARTICLE V Motor Vehicle Licence Plate Registrant Information

[Adopted 2000-08-03 by By-law 520-200010]

§ 219-14. Retention of receipts, vouchers, instruments, rolls and other documents, records and papers.

The City of Toronto shall retain the receipts, vouchers, instruments, rolls or other documents, records and papers described under Column 1 of Schedule E to this article, for the period set out opposite such description in Column 2 and may thereafter destroy them. § 219-15. Conflicting provisions. In the case of any conflict between this article and any other by-law of the City of Toronto, of the former Borough of East York, the former Cities of Etobicoke, North York, York, Scarborough or Toronto, or the former Municipality of Metropolitan Toronto, this article shall prevail.

ARTICLE VI TO Live

[Adopted 2019-06-19 by By-law 942-2019]

§ 219-16. Retention Schedule.

TO Live shall retain records classified in Column 1 and described under Column 2 of Schedule H to this article for the period set out in Column 3 opposite such description, and may thereafter destroy them.

10 Editor's Note: This by-law was passed under the authority of subsection 116(1) of the Municipal Act, R.S.O. 1990, c. M.45; and the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56, and Regulation 823 made thereunder. This by-law provided that it come into effect upon approval of the City Auditor, and approval of the City Auditor was received August 15, 2000.


219-21 June 19, 2019

SCHEDULE A, ART. I

RECORDS RETENTION SCHEDULE GENERAL

Police Services Board

[Amended 2000-10-05 by By-law 689-2000; 2000-10-05 by By-law 869-2000]

Schedule A (Column 1) Grouping

(Column 2) Subject

(Column 3) Description

(Column 4) Retention

ACCIDENTS Marine Unit 1 year Service 1 year + current year Motor Vehicle Reportable & non-reportable 1 year + current year

then stored 4 years Fatalities Permanent Incidents T.P.S. current number 1 year + current year Register Unit 1 year + current year AGREEMENTS Bilateral Other services & agencies Until obsolete or superseded ANNUAL REPORTS

Toronto Police Services Board

Permanent

ARCHIVES Museum records Of historical value Permanent AUDIO (see TAPES)

AUDITS Service audits & Internal Audit & Program Permanent special reports Review Unit (stored when (operational) superseded) Financial 7 years General Other Superseded + 1 year AUXILIARY Unit (Resource Services) Duration of service + 1 year Service & applicant files (as per Personnel Records) BAIL RECEIPT Current number 7 years BOOK Series (from last receipt) BICYCLE Registration Database 10 years


219-22 June 19, 2019


(Column 2) Subject



BLOCK PARENTS

Applicant list Unit (Community Policing Support)

1 year

BREATH TESTING

Alcohol standard, etc.

Traffic Services 5 years

& intoxilyzer Maintenance log BULLETINS Circulars, Unit 1 year (if active) wanted posters, Service 2 years then stored (crimes, rewards,

etc.)

BY-LAWS Police Services

Board Permanent

(reference) Others Until superseded/

repealed CAMPAIGNS Blood donors, Canadian Blood Services, Current campaign (CANVASSING) Charitable drives United Way, etc. plus previous one C.I.P.S. Information

database Arrests/Charges Permanent

CLEARANCE (see WAIVER)

CODING Guns, police

property Stolen or lost - identifiable Permanent

COLLECTIVE BARGAINING

Contracts, Human Resources Permanent Arbitrations etc. (labour relations)

COLLEGE - C. O. BICK (see HUMAN RESOURCES -Training & Education)


219-23 June 19, 2019


(Column 2) Subject



COLLISION(S) (see ACCIDENTS)

COMMUNICA-TIONS

A.N.I./A.L.I. Location, name, phone number (hard copy backup to I./C.A.D.)

1 month

I./C.A.D. Dispatch Record System 5 years (archive & reports, includes A.N.I. / A.L.I.,

S.A.S.

& A.P.S.) Hand-written Includes pursuit cards 5 years dispatch records A.P.S. Availability (name/badge) 5 years Divisional Parade

Sheets Hard copy (not entered on A.P.S.)

3 months

Voice Logging Reel-to-reel tapes Until request

rescinded Tapes (held by request - stored as of 94.10.24) Digital audio tape cartridges 1 year - extended

upon (replaced reel-to-reel tapes) request Master Audio

Tapes Extracts from logging tapes (upon request)

Until request rescinded

Master Request

Files Hard copy - (prepared on request)

Until request rescinded

Staff

Administration Internal program Until

superseded/obsolete


219-24 June 19, 2019


(Column 2) Subject



Statistics Hard copy for internal usage

(Switchboard Daily Volume & C.C.R. Performance Interval Reports)

1 year plus current year

Training Files Staff tests & appraisals

(time/date/subject) 7 years

COMMUNITY POLICING SUPPORT

Educational and Promotional materials

Until superseded/obsolete

COMPLAINTS P.S.A. Less serious Upon conclusion (public complaints) (concluded informal,

discipline by unit commander)

2 years from last entry (including appeal/litigation)

Serious 5 years (investigation commenced - a

hearing/trial possible) (after conclusion including appeal/litigation)

Policy or service provided by T.P.S. Action item Until superseded Non-action item 2 years from

conclusion CONDITIONAL RELEASE FORM

Corporate Information Services (Operations)

Conclusion of court case

CONFERENCES Chief of Police Agenda, etc. 2 years CONFIDENTIAL INSTRUCTIONS CROWN

Indictable offence (proceed by)

Homicide (Murder, Attempt Murder, Manslaughter & Infanticide)

Permanent


219-25 June 19, 2019


(Column 2) Subject



Robbery (Division is assigned

unit) 7 years (after conclusion & expiry of appeal period with selective storage re parole, civil litigation, etc. beyond normal retention)

(Hold-Up Squad is assigned

unit) 10 years (after conclusion & expiry of appeal period - with selective storage re parole, civil litigation, etc. beyond normal retention)

SEXUAL TYPE OFFENCES

(Division is assigned unit) 7 years (after conclusion & expiry of appeal period - with selective storage re parole, civil litigation, etc. beyond normal retention)

(Sexual Assault Unit is

assigned unit) 25 years (after conclusion & expiry of appeal period - with selective storage re parole, civil litigation etc. beyond normal retention)

Aggravated Assault (All) 10 years (after

conclusion & expiry of appeal period - with selective storage re parole, civil litigation etc. beyond normal retention)


219-26 June 19, 2019


(Column 2) Subject



Other (indictable) 5 years (after

conclusion & expiry of appeal period - with selective storage re parole, civil litigation etc. beyond normal retention)

Non-Indictable

Offence (proceed by summary)

1 year + current year (after conclusion & expiry of appeal period)

Municipal By-laws 1 year (after conclusion)

Provincial Statutes Highway Traffic Act, etc. 1 year (after

conclusion & expiry of appeal period

C.O.P.S. Occurrence 3 years + current year processing system (stored) CORONER'S INQUEST FILES

Jury recommendations and service responses

Permanent

CORRESPON-DENCE

Registers & logs Internal and external mail (service-wide)

1 year + current year

C.I.S. (hard copy - chronic correspondent)-

5 years (from date of last correspondence)

COURT Police personnel Record of attendance 1 year + current year ATTENDANCE COURT Provincial court Court Officer's copy 1 year + current year CALENDARS (docket -

disposition) Service 2 years + current year

COURT C.A.S.C. History tape 3 years NOTIFICATION Criminal Court (includes statement request) 1 year + current year Minor traffic C.I.S. 5 (posted copy) 6 months Minor traffic C.I.S. 6 (officer excused) 6 months (work copy) (computer generated)


219-27 June 19, 2019


(Column 2) Subject



Accident C.I.S. 8 (list of court dates) 6 months (computer generated) Civil/Criminal and

quasi-judicial proceedings (W.S.I.B., C.I.C.B., etc.)

Subpoena 1 year

C.P.I.C. (also see INFORMATION SECURITY)

C.P.I.C. Traffic Message log sheet - unit 1 month + current

month Message log sheet - Service 2 years Toronto/Zone alert 2 weeks Narrative messages - unit 6 months + current

month Headquarters(terminal -

Service) 1 month + current month

Province/Canada alerts - unit 2 weeks Province/Canada alerts -

Service 6 months + current month

CRIMINAL Criminal dossiers Description sheet Upon disposition RECORDS (at C.I.S.) Record of arrest #3 copy Upon disposition Criminal record (C.R.I.M. 9) 5 years + current year Part A & B (stored) Appeal letters: re

sentence/conviction Letter from district court: results of appeal

Upon disposition Request for record

destruction Fingerprints & photographs 1 year from Service's

last response


219-28 June 19, 2019


(Column 2) Subject



DANGEROUS OFFENDER (Application for finding) (see CONFIDENTIAL INSTRUCTIONS CROWN COUNSEL)

DIRECTIVES (see POLICIES)

DISCIPLINE P.S.A. Trials Tapes, transcripts, related 5 years - discipline

free documents, etc. (upon conclusion,

including appeal period, civil litigation & arbitration)

Trial dockets 1 month DOCUMENT EVIDENCE

Originals or copies of cheques, invoices or other document evidence

Concluded & outstanding (financial documents of which owner does not want returned)

1 year + current year (upon conclusion of case, appeal period & any civil litigation)

DOCUMENTA-TION (see HUMAN RESOURCES - Employee Records)

DOPE SHEETS (see CONFIDENTIAL INSTRUCTIONS CROWN COUNSEL)

EMERGENCY PLANNING

Emergency By-law Plans, minutes, etc. of emergency measures planning

5 years (selective storage)


219-29 June 19, 2019


(Column 2) Subject



(plans -

formulation & implementation of)

EMPLOYMENT (see HUMAN RESOURCES)

EVENTS Personnel

Deployment, etc. Service District 5 years (selective

storage) 3 years (selective

storage) FINGERPRINTS Scenes of crime Major - unsolved Permanent Major - solved Permanent (Indictable offences) Murder, Attempt Murder, Manslaughter & Infanticide Robbery, Swarm, Sexual

Assault, Kidnap, Abduction and serious assault

5 years, upon conclusion, including appeal and litigation, (with selective storage in conjunction with Confidential Instructions Crown Counsel retention)

Minor 5 years + current year (Indictable offences - other) (with selective

storage) Consent Elimination purposes 2 years (if eliminated) FIREARM (also see PROPERTY & EVIDENCE MANAGEMENT)

Applicant Investigation File (Special Investigation Services)

Applications, permits, certificates, prohibit and seizure orders (hard copy)

Permanent

Firearm Discharge Form M.T.P. 586 2 years + current year Report


219-30 June 19, 2019


(Column 2) Subject



FLEET & MATERIAL MANAGEMENT

Clothing, equipment and supplies

Requisitions 1 year + current year

Receipts for stores 1 year Handcuffs &

Firearms Master serial record Duration of service +

1 year Transfer of stores 1 year HONOURS T.P.S. employees Hard copy - unit personnel

file Service career

(then transfer to Human Resources, Employee Records) Human Resources database Duration of service (then stored) HUMAN RESOURCES (see SCHEDULE C)

INCIDENT (see ACCIDENTS)

INFORMANT FILE

General C.D.I.U. Current T.P.S. form (dormant - 2 years)

2 years after case concluded - transfer to Special Investigation Services Unit (inactive/status change)

INFORMATION SECURITY

Computer Access C.P.I.C.

System access requests Intergraph C.P.I.C. - communications; Intergraph C.P.I.C. - M.D.T. access (field units) C.P.I.C. 3.1 interface C.O.P.S. to C.P.I.C. interface (maintenance audit log) Log tapes including P.A.R.I.S. log tapes (traffic)

1 year On-line: 5 day log

Historical: 5 years

2 years 2 years

2 years


219-31 June 19, 2019


(Column 2) Subject



Intergraph Narrative messaging On-line: 5 day log Login/logout records Historical: 5 years Flat file 5 years I./C.A.D. audit log reports 5 years M.A.N.I.X. Search records On-line: 30 days Historical: 1 year Mainframe Login/logout records 1 year Access audit log 3 years User code security reports On-line current data User code security tapes 1 year Network Server login/logout records

Security server transactions 1 year 1 year

Mail logs 1 year Server monitoring reports 1 year + current year Off-line search Internal investigations (off-

line computer system search) Until concluded + 1 year (including any disciplinary process being completed)

Administrative & operational investigations

Until concluded + 1 year

Security Reports All security-related correspondence dealing with users, units & systems

1 year + current year or, if related to a further action, until concluded

INJURY REPORT

Form M.T.P. 105 2 years + current year

INTAKE INFORMATION FORM

Probation Orders Service Until expiry + 2 months

INTELLIGENCE FILES

Unrestricted reports

Until inactive + 3 years

Restricted reports Until inactive + 5 years


219-32 June 19, 2019


(Column 2) Subject



Third Party Reports Review after 3

months, (downgrade to restricted, unrestricted or place in dossier file)

Requests for information


Physical surveillance reports

Surveillance finished + 3 years

Privacy Act reports Until inactive or subject of another investigation + 10 years, unless subject(s) form part of a dossier file

Intelligence Services Dossier File

Until inactive + 20 years or date of death + 10 years with relevant information being transferred to active dossier files

C.I.S.O. Dossier File

Until inactive + 20 years or date of death + 10 years with relevant information being transferred to active dossier files

Major Case File Until inactive + 5 years unless subject(s) form part of a dossier file

Resource Information

2 years + current year

LEGAL Legal Service files Legal opinions 2 years after closure

of file MAJOR NEWS REPORT

Daily Major crimes, arrests 6 months & fatalities - Unit

Service (electronic disc - Permanent Held at C.I.S. - Operations)


219-33 June 19, 2019


(Column 2) Subject



M.A.N.I.X. Arrest cards Current year + 1 year Criminal records Until age 75 - other -

than pardons & exceptions

General information

T.P.S. 208 1 year

Adult/youth caution

T.P.S. 208 1 year (from issued date)

Suspected Emotional Disturbed

2 years

Not 'finger-printed' Convictions

5 years - date of disposition

records (includes Young

Absolute Discharge 1 year - date of disposition

Offenders) Conditional Discharge 3 years - date of disposition

Peace Bonds Adult & Young Offender Until expiry Finger-printed Acquittal (other than by 4 months - Young Offenders insanity finding) date of disposition (may be retained Dismissal (other than

acquittal) 1 year - date of disposition

beyond these periods

withdrawal or stay

but cannot be disclosed except under provisions of the Y.O.A.)

Alternative measures disposition, after consent Summary Conviction

2 years - date of disposition 3 years - date of sentence & conditions completed

Indictable conviction 5 years. - date of sentence & conditions

completed Absolute discharge 1 year - date of

disposition Conditional discharge 3 years - date of

disposition Conviction - with unknown 3 years - date of

sentence Crown proceeding & condition(s)

completed


219-34 June 19, 2019


(Column 2) Subject



MAPS & GRAPHICS

Master copies (held at Corporate Planning) While valid + 2 years

MEDICAL (see HUMAN RESOURCES - Occupational Health Services)

MEMORAND-UM

Officer's record of activity

Actively serving, services terminated (any reason)

8 years from last entry

BOOKS NOTES Working papers,

used in preparation of other records (rough notes, notations, draft reference only, telephone slip, etc.)

(hard copy or data base initiated) Non-investigative matters Criminal investigation - no charge Criminal investigation - charge

Completion of final record Refer to retention for Occurrence(s) Refer to retention for Confidential Instruction Crown Counsel

OCCURRENCE (S) (Also see C.I.P.S. and C.O.P.S.)

Duplicate copies of all occurrences

In occurrence file (at division level)

1 year

Record of Arrest

(#1 copy) Hard copy Refer to Occurrence

retention (by offence type)

C.I.P.S. (database) Permanent Bicycle, tricycle Concluded 1 year Outstanding 10 years Drugs Concluded 5 years + current year Firearms Concluded 5 years Outstanding Permanent


219-35 June 19, 2019


(Column 2) Subject



Fraudulent Under $50,000 5 years (document etc.) $50,000 & greater Permanent General - (Major) Robbery, Arson,

Sexual type (sexual assault, potential sex offender, etc.), Kidnapping-Abduction, Arrests - prohibitions attached

Permanent Held at C.I.S. - Operations and specific unit/squad where applicable (i.e. Sexual Assault & Hold-up Units)

General - (Minor) Theft, Break & Enter, Mischief,


Assault, Threatening, Driving Offences, Weapons Offences, Mental Health Act etc. Homicide Murder, Attempt Murder,

Manslaughter, Infanticide Permanent (held at C.I.S. -

Operations & Homicide

Unit where applicable)

Liquor Concluded 1 year + current year Lost and Found Concluded 1 year + current year Outstanding 5 years Missing Persons Concluded

Outstanding 1 year + current year Permanent

Motor Vehicle Concluded

Outstanding 4 years 5 years

Sudden Death Unit

Service 1 year + current year 3 years after conclusion of investigation

Suicides Unit 1 year + current year


219-36 June 19, 2019


(Column 2) Subject



after conclusion of

investigation Attempt suicides 1 year + current year Suicides Service 5 years + current year (stored) Attempt suicides 4 years + current year Tow Card (report) Unit

Service 1 month 3 years

PARKING TAGS Officer's copy 18 months Record of tags Held for defective meter

check 3 months

PAWN SHEETS Property (pawn

shops) Pawn data base 2 years

Special Investigation Services 3 years (hard copy) PAY DUTY Record of (also see Financial Schedule

'B') 7 years

PEACE BONDS Hard copy Until expiry + 2

months. PERMITS Parades & filming Unit While valid Service (filed at Traffic

Services) 1 year + current year

Radio Transmissions (licences issued to)

Information Technology Service (copy of each licence)

Upon annual replacement on April 1

PERSON T.P.S. 208 Hard copy (division) 1 year INVESTIGATED (Service - see M.A.N.I.X.)


219-37 June 19, 2019


(Column 2) Subject



PERSONNEL RECORDS (see HUMAN RESOURCES - Employee Records)

PHOTOGRAPHS (Scenes of crime, Victims, etc.)

Negatives - (major Unsolved - (major)

As retention - Occurrences

indictable offences) (with selective storage)

Homicide, Robbery, Swarm, Sexual Assault, Kidnap, Abduct, Serious Assault

Solved Final disposition + 5 years

(with selective storage)

Negatives Solved & unsolved 5 years Minor indictable

offences (other than above Majors)

PLANS Long and short

term service Procedural analysis, special projects

Permanent

planning POLICIES Directives Unit Until superseded or

cancelled Service Permanent Unit Instructional Guidelines or procedures

issued by Unit Commander

Superseded or cancelled + 1 year

Manual Routine Orders Unit (hard copy) 6 months Service (electronic format) Permanent


219-38 June 19, 2019


(Column 2) Subject



POLYGRAPH Forms used in Homicides Permanent conjunction with

tests conducted by Investigative Squad

Sexual assaults Other offences

10 years 5 years

PROBATION ORDERS (see INTAKE INFORMATION FORM)

PROPERTY AND EVIDENCE MANAGEMENT UNIT

Property Receipt Tag T.P.S. 405

Found Property Upon disposition of property 1 year + current year

Other Refer to Confidential Instruction to Crown Counsel/source document retention (i.e. occurrence)

Destruction Record Destruction of firearm Permanent Firearm Storage

File (Firearm seized, found or for safekeeping)

PURGE Destruction of

Records T.P.S. 649 describing records destroyed


PURSUITS Pursuit Report (as required by 5 years P.S.A.) Corporate Planning Unit SCENES OF CRIME (see FINGERPRINTS or PHOTOGRAPHS or TAPES)

SPECIAL Special projects Until inactive


219-39 June 19, 2019


(Column 2) Subject



INVESTIGA-TION SERVICES

(confidential) (Relevant information being transferred to active files)

International Fugitives

Conclusion (upon review) (selective storage)

STATIONERY Requisitions 1 year + current year AND PRINTING STATISTICS Crime etc. 1 year + current year History tapes 8 years (Statistical Information

Centre)

STORES (see FLEET & MATERIAL) MANAGEMENT

SUBPOENA Records,

occurrences & Accepted by C.I.S. (Information Access Security)

1 year

criminal information

SUMMONS Application for,

and Record of service 1 year + current year

personal service Officer's copy for court Conclusion of case & expiration of appeal

period Withdrawn 1 year + current year Inquiries 1 year + current year Journal Record of Provincial offence

ticket books issued 1 year + current year

SUSPENSIONS Ledger Record of 12-hour

suspensions served 1 month + current month


219-40 June 19, 2019


(Column 2) Subject



TAPES (INCLUDES VIDEO) also see COMMUNICA-TIONS, INFORMATION SECURITY

TAPES Master compiled Outstanding Refer to 'Occurrence' video or audio

tapes; retention (by offence

type) Original

evidentiary source tapes; Other source tapes (scenes of crime, victim or witness statements, etc.)

Concluded - Indictable Homicide (Murder, Attempt Murder, Manslaughter & Infanticide) Robbery, Sexual Type Offences, Aggravated Assault, Other

Refer to 'Confidential Instruction Crown Counsel' (by offence type)

Concluded / Non-indictable Refer to 'Confidential (Summary) Instruction Crown

Counsel' Municipal By-laws (by offence type) Provincial Statutes Mobile video

system (patrol tape) Stand alone tape with no investigation/arrest associated

1 year

Training, press release, demonstration or events

Until obsolete or 5 years (selective storage)

TEMPORARY ABSENCE PERMITS

Granted to prisoners

Held at reporting centres 1 year + current year

TEMPORARY RELEASES (notice)

Young Offenders on temporary release in Toronto

Community programs 1 year + current year


219-41 June 19, 2019


(Column 2) Subject



TOW CARD (report) see OCCURRENCES

UNIT COMMAND-ER'S FILES

Administrative and housekeeping

Per Appendix 'C' Service regulations, with added unit - specific files


UNIT DUTY BOOK

Records of Personnel Duties: unit

Not computerized 1 year plus current year

Record of

Personnel Duties: Service

Not computerized 7 years (then stored)

Records of Personnel Duties: unit

Computerized 2 years (on-line)

Record of Personnel Duties: Service

Computerized 2 years (on-line) (then electronic storage)

USE OF FORCE REPORT

Reg. 926 Form 1 - 1993/01

Part A

Part B

2 years from incident date 30 days from incident

date VEHICLES General Unit 1 year + current year maintenance,

repairs, procurement, etc.

Service Duration vehicle in service + 1 year

Individual Ledgers Vehicle record log book

Parts, materials, record of goods used, received

Disposal of vehicle + 1 year 7 years

Gasoline and Oil Unit 3 months + current month

(Used by Service) Service 1 year + current year VIDEO (see TAPES)


219-42 June 19, 2019


(Column 2) Subject



VOLUNTEERS Community

Policing Support Unit

Form C.P.S.U. 1 Application/waiver Form C.P.S.U. 2 Personal History Form C.P.S.U. 4 Application/Waiver & Release Form - for Committee Membership

Upon termination of volunteer status (and conclusion of any litigation & appeals) + 3 years

WAIVER Waiver and Release To accompany police on duty 7 years Security

Clearances System access clearances and physical access authorization

Pound contracts - 2 years

to T.P.S. sites Others - 1 year Required by the

Service Before action allowed/taken involving physical risk, phys. ed. etc.

7 years

Information gathering and criminal record release

Criminal reference checks for approved agencies: reference authorizations by applicants for service employment


WARRANTS Arrest Concluded 4 years date of execution

Outstanding (Original held at C.I.S. - Operations)

Permanent unless rescinded

Banks and Banking Receipts, deposit slips, invoices

7 years

Cheque Requisitions

Payable to provincial courts 7 years

Payable to City of Toronto 7 years Committal Outstanding 4 years (returned to

Court) Executed (by payment) Upon execution (then sent to courts) Executed (by arrest) Upon execution (then sent to courts) Correspondence General 1 year + current year Fail to Appear -

(held by Re: Support and Custody Order Enforcement Act

Until enforced or rescinded


219-43 June 19, 2019


(Column 2) Subject



Community Programs) Inactive working Showing warrants paid, 1 year + current year cards returned, or executed by imprisonment of subject Letters Request for service or 1 year + current year returned unable to serve Receipts For payment of 7 years Registers Record of Warrants received

from all sources for execution 7 years

Release Slips Receipts for warrants 1 year + current year executed by incarceration Search 7 years Statement of To cover service charges 5 years + current year Execution WORKING PAPERS (see NOTES)

Y2K Y2K R.D.D. Year 2000 documents

(includes all records related to Y2K inventory items, remediation & testing, business partner readiness, contingency & continuity plans. Includes any related documentation that establishes actions or decisions.)

7 years


219-44 June 19, 2019

SCHEDULE B, ART. I

RECORDS RETENTION SCHEDULE FINANCIAL


[Amended 2000-10-05 by By-law 689-2000]

Schedule B (Column 1) Grouping

(Column 2) Subject



ACCOUNTS & ACCOUNTING (see also IMPREST ACCOUNTS)

General Appropriations & disbursements, invoices, vouchers, etc.

7 years

Cleaning vouchers


Records

Revenue Daily transactions, refunds, 7 years

System Invoicing AUDITS (also see GENERAL SCHEDULE)

AUDITS Finance By Internal Audit & Program 7 years Review Unit & Finance BANKING Receipts, deposit slips, etc. 7 years BONDING Employees Duration of service + 1

year BUDGET Unit 2 years Service 5 years CLAIMS By or against the Service 7 years


219-45 June 19, 2019


(Column 2) Subject



CONTRACTS With individuals or firms, etc., for purchases, rentals & services, etc.

7 years

CREDIT UNION Employee Deductions from salary Until superseded authorization GRANTS Educational &

other 7 years

IMPREST ACCOUNTS

Petty cash, investigator expense, automobile mileage allowance, etc.

7 years

INCOME TAX T-1 Form Until superseded + 1

year T-4 Form 7 years INSURANCE Personnel Employees hospital, life,

medical, death benefits & other

While valid

Automobile 7 years General Fire, etc. 7 years PAY DUTY (also see GENERAL SCHEDULE)

7 years

PENSIONS O.M.E.R.S.,

P.B.F, Toronto City Employees' Benefit Fund, others

Duration of service + 2 years

RECEIPTS Goods &

services received

Service Unit

7 years 1 year + current year

REFUNDS 7 years


219-46 June 19, 2019


(Column 2) Subject



REQUISITIONS Goods & services

Service 3 years

Received Unit 1 year + current year REVENUE From all sources Unit 1 year + current year Service 7 years SALARIES Including deductions,

increases, revisions, acting paying, overtime, stoppages, etc.

2 years then stored

SICKNESS (Sickness/Injury) (also see HUMAN RESOURCES SCHEDULE)

STATEMENTS Financial Reports, summaries, account

statements, expenditures, etc. 7 years

TRAVEL Personnel Advances, claims for expenses 7 years


219-47 June 19, 2019

SCHEDULE C, ART. I

RECORDS RETENTION SCHEDULE HUMAN RESOURCES


[Added 2000-10-05 by By-law 689-2000]

Schedule C (Column 1) Grouping

(Column 2) Subject



HUMAN RESOURCES

Compensation & No Fault Insurance Duration + 1 year Benefits Central Sick Leave Bank 2 years after closure

Pensions Service + 3 months Retirees - benefits Duration + 3 months Retirement, resignation, End of year + 3 months services dispensed with Employment Civilian Transfer Application 1 year date of

application Applicant Tracking System 5 years Database B-Pad video tapes 2 years + current year Files (other than police

constable) 2 years + current year

Files - police constable 2 years + current year Screened out applicants

(initial stage due to qualifications not matching the position)

1 year

Job Calls - external 2 years + current year Job Calls - internal 2 years + current year Employee

Records "A" Files - general Completion service + 1

year (then scanned) - excluding evaluation & appraisal

Evaluation & appraisal

reports, includes probationary constable evaluations, Work Planning & Performance Development (W.P.P.D.)

1 year + current year (then scanned)

"B" Files 7 years + current year


219-48 June 19, 2019


(Column 2) Subject



Payroll & Benefits Duration of service + 1

year & current year Applicant File - successful

reference checks, tests, interview notes, background check, etc.)


H.R.M.S. Database Permanent Employee personal

information (includes languages, equipment, discipline, meritorious services, etc.)

Senior Constables Database Permanent (personal information,

appraisal & exam scores, evaluations, etc.)

Unit Personal File - Derogatory or no excuse 2 years from last

concluded negative

documentation Photographs of members Duration of service

(then to Employee Records)

Documentation -

complimentary Duration of service (then to Employee Records)

Individual records - in

member's individual personnel file

Duration of service (then to Employee Records)

Civilian & uniform

evaluations and Work Planning & Performance Development

1 year (then to Employee Records)


219-49 June 19, 2019


(Column 2) Subject



Uniform Performance

Appraisal/Development Plan 5 years (then to Employee Records)

Labour Relations Secondary Activity

(approved, denied & withdrawn)

Duration of service + 1 year

Resigned & terminated files Duration of service + 1 year

Legal Indemnification Approved 2 years + current year Denied 2 years + current year

upon conclusion of any appeal

Grievance & Appeals Permanent Occupational

Health Services Medical records 20 years from date of

leaving Service or 5 years after death

W.S.I.B. (time lost through

sick or injury) Until death of member

Workers' Compensation

Services Personnel reports (status, election to claim & claim information)

5 years after death

Staff Planning and

Development Promotional competitions (applications, examinations and interview notes)

1 year + current year (promotional process concluded and not on list for future promotion)

Transfer application/records 1 year + current year Human resource policies &

procedures, research documents etc.

Until superseded

Human Rights Inquiries 1 year + current year


219-50 June 19, 2019


(Column 2) Subject



Investigative reports (less

serious allegations - assigned to unit commander & includes informal resolutions)


Investigative reports (serious allegations - investigation commenced - a hearing or trial possible)


Work & Family

Care Leave of absence & secondment records

Upon conclusion + 5 years

Job share/reduced hours -

Application, memo Upon conclusion + 5 years

understanding, O.M.E.R.S. form, Personnel

Action Notice)

Training &

Education Certificates - driving (operate service motor vehicle, etc.)

Duration of service

Driver training course - assessment (motor vehicle etc.)

Duration of service

Driver training record (C.O.L.

3) (ongoing record - training & history)

Duration of service

Handgun requalification

members score (requalifying shoot)-


Firearms Training Record

Card Duration of service

(C.O.L. 5) (member's record) Probationary Firearms Issue Duration of service (receipt signed by recruit) Shoot Score Sheet - college

(any) 7 years

Annual inspection of unit emergency weapons (inventory)

2 years


219-51 June 19, 2019


(Column 2) Subject



Decentralised training topics Permanent Roll-call, parade, training

scenarios Permanent

Course training standard

Permanent

Training &

Education (Cont.) Individual fitness (continual record of body fat & vol. 02)

Duration of service

Class (other than pre-Aylmer)

T.P. Fitness Test Record Sheet

Recruit fitness testing

5 years

2 years (pre-Aylmer)

Probationary Constables physical training results (recruit training progress)

Duration of service


219-52 June 19, 2019

SCHEDULE D, ART. II

TORONTO TRANSIT COMMISSION RECORDS RETENTION [Amended 2015-10-02 by By-law 1002-2015]

Schedule D, Art. II, Records Retention Schedule (Toronto Transit Commission)

http://www.toronto.ca/legdocs/municode/toronto-code-219-d.pdf


219-53 June 19, 2019

SCHEDULE E, ART. V

RECORDS RETENTION SCHEDULE

Motor Vehicle Licence Plate Registrant Information (Column 1) (Column 2) Motor vehicle licence plate registrant information obtained from the Ministry of Transportation for Ontario

30 days after completion of the authorized use of the information by the City of Toronto


219-54 June 19, 2019

SCHEDULE F, ART. III

TORONTO PUBLIC LIBRARY RECORDS RETENTION SCHEDULE [Added 2006-04-27 by By-law 260-2006; amended 2016-02-04 by By-law 118-2016]

Schedule F, Art. III, Records Retention Schedule (Toronto Public Library)

http://www.toronto.ca/legdocs/municode/toronto-code-219-f.pdf


219-55 June 19, 2019

SCHEDULE G, ART. IV

RECORDS RETENTION SCHEDULE BOARD OF GOVERNORS OF EXHIBITION PLACE

[Added 2006-07-27 by By-law 688-2006; amended 2008-12-03 by By-law 1303-2008; 2014-07-11 by By-law 700-2014; 2019-01-31 by By-law 248-2019] Schedule G, Art. IV, Records Retention Schedule (Board of Governors of Exhibition Place)

http://www.toronto.ca/legdocs/municode/toronto-code-219-g.pdf


219-56 June 19, 2019

SCHEDULE H, ART. VI

RECORDS RETENTION SCHEDULE TO LIVE

[Added 2019-06-19 by By-law 942-2019] Schedule H

Department Description Retention Period

Trigger Notes/*City reference

Management Board minutes 20 years G0006 Contracts 15 years File closed upon

termination and/or superseded by new terms of condition of the particular contracts, agreements and/or warranties.

L6601, non-show related contracts

Executive Records

11 years File closed at Executive's discretion

I1000, non-Board records

Payroll All payroll

history 7 years File closed upon

termination of employment, or termination of retirement benefits, whichever is longer

F1301

EI history 3 years Attendance

records 3 years F1303

Payroll process files

8 years F1325

Accounting Department Operating

Budget 7 years F3307

Capital Budget 7 years F3305


219-57 June 19, 2019

Schedule H



Accounting and Finance Administration records

7 years F1500: Records relating to the overall management of TO Live’s financial and accounting functions and processes. May include information on accounting systems, workflow reports and diagrams, financial signing authority, copies of federal and provincial guidelines and compliance requirements, and correspondence.

Financial Statements

Permanent F2157

General Ledger Register

Permanent F2313

Show Files Permanent R0193: All documents related to performances, including show contracts

Leases 21 years Files closed at termination of lease

L2200, real estate files only

GL journal entry and transition register

7 years F2350

Year-end working papers

7 years

Bank deposits and statements/ reconciliations

7 years F2301

Ticket Statistics

10 years

Taxation file (GST/PST etc.)

7 years F2430

Federal Non-Resident Tax files

7 years

Accounts Payable Accounts

payable invoices

7 years F2401


219-58 June 19, 2019

Schedule H



Purchasing of Goods and Services (POs)

7 years F1541

Cheque registers and reconciliation

7 years F2207

Cheques 7 years F2303 Petty cash

transaction files

7 years F1560

Personal expense claims

7 years F1562

Accounts Receivable Accounts

Receivable customer database

7 years F1570

Accounts Receivable invoice files

7 years F1570

Cash receipts files

7 years F1570

Concessions, Bars and Merchandising Sales reports 7 years F1570 Cashier reports 7 years F1570 Inventories –

Bar & Restaurant

3 years F1570

Development Fundraising &

Donation files 7 years F0169

Tax Receipts 7 years Sponsorship

records 21 years I0199

Grants and

Subsidy records

7 years F5857


219-59 June 19, 2019

Schedule H



Human Resources Benefit records 7 years File closed upon

Termination of employment or cessation of benefits

F2801

Terminated employee records files

7 years File closed on termination date of employee, or upon resolution of outstanding issues

H1201

Staff Competition & Recruitment

7 years File closed at closing of competition

H1210

Pension plan administration

7 years File closed with termination of the last surviving beneficiary of the pension policy

F4000

Labour Negotiation files

21 years File closed at resolution or settlement of case

H1246

Other Construction

and Renovation

25 years File closed at completion of construction and/or renovation project

A0501

Property Maintenance records

25 years File closed at expiration of contract

A0502

Risk Management files

7 years F3100

Insurance claims

16 years File closed upon resolution of case

F4307

News Releases and Official Statements

7 years I0201


219-60 June 19, 2019

Schedule H



Media Releases

7 years I0203

The above books, records and files of TO Live are to be retained as indicated in this table. Retention period starts when the file/year is closed, unless otherwise indicated. *City reference is taken from Toronto Municipal Code Chapter 217, Records, Corporate (City) Schedule A. If more detailed explanation of retention policy as it relates to TO Live is required, it is included here.

Documents

Chapter 219 RECORDS, CORPORATE (LOCAL …CHAPTER 219, RECORDS, CORPORATE (LOCAL BOARDS) 219-5 June 19, 2019 D. Where a number follows T.P.S. or M.T.P., the number refers to the number